Who can use this feature?
Add a task
1. Open New Task: Navigate to the Tasks screen and select + New Task.
2. Add Task Details: In the Add Task window, the following information can then be entered:
- Client (optional): Specify which client the task is related to.
- Task Name: Summarize what needs to be done.
- Due Date: Choose a due date for the task.
- Who’s Responsible: Assign the task. Tasks can be assigned to one or more staff members.
- Details (optional): Provide a description for the task, be as detailed as you wish.
3. Save Task: Select Save Task to complete the action.
All mandatory fields, including Task Name, Due Date, and Who’s Responsible, must be entered before a task can be saved.
Assign a task to another service provider
1. Open New Task: Navigate to the Tasks screen and select + New Task.
2. Designate the Service Provider: In the Add Task window, select the receiving service provider from the drop-down menu.
- By default, the Caseworker Responsible field will display as Unassigned.
- If no caseworker is assigned, a notification will appear on the receiving service provider’s Tasks screen to highlight the unassigned task.
3. Complete Mandatory Fields: Fill out all required fields, including:
- Due Date
- Task Name
- Service Provider
- Who’s Responsible (leave as Unassigned if a specific caseworker is not required)
Edit a task
1. Open Task: Navigate to the Tasks screen, select the 3-dots icon and choose Edit.
2. Edit Task: Make your desired edits and select Save Task.
Reschedule a task
1. Go to Tasks: Navigate to the Tasks screen, select the 3-dots icon and choose Postpone.
2. Postpone Task: Choose one of the Postpone options and select Update.
Postpone options include:
- One Week: Reschedules the task one week past the original due date.
- Two Weeks: Reschedules the task two weeks past the original due date.
- Three Weeks: Reschedules the task three weeks past the original due date.
- Four Weeks: Reschedules the task four weeks past the original due date.
- Custom Date: Allows you to specify a new due date.
Reassign a task
1. Go to Tasks: Navigate to the Tasks screen, select the 3-dots icon and choose Reassign.
2. Edit Assignee(s): You can remove the existing staff and add a new staff member or leave the existing assignment and add another staff member. Select Update to complete the action.
Delete a task
1. Go to Tasks: Navigate to the Tasks screen, select the 3-dots icon and choose Delete.
2. Delete Task: Select Delete Task to complete the action.
Repeating tasks
Repeating tasks allow caseworkers to automate recurring tasks without having to add separate tasks manually.
How to Create a Repeating Task
1. Open New Task:
- Navigate to the Tasks screen and click + New Task.
- Or, from the client’s Profile, click the Actions menu and select New Task.
2. Enter Task Details: Fill in the Task Name, Date, and any necessary instructions.
3. Set Recurrence Option: Choose how often the task should repeat:
- Every Weekday (Mon-Fr)
- Weekly
- Every 2 Weeks
- Monthly
- Every 3 Months
- Yearly
- Post-Employment Outreach (occurs on 1st, 3rd, 6th, and 12th month employment checkpoints).
4. Set an End Date (Optional): Choose a date for the recurring task to stop, or leave it on the default “No End Date” to continue indefinitely.
Note: This does not apply to post-employment outreach tasks, which generate as separate tasks with a predefined end date.
5. Save Task: Click Save Task to schedule the recurring task.
Managing Repeating Tasks
- View Task Occurrences: Each scheduled occurrence of a repeating task will appear in the task list on its scheduled date.
- Edit or Delete Recurring Tasks: You can edit or delete a repeating task from the Tasks screen using the 3-dot options menu.
- Delete Standard Recurring Tasks: Deleting a recurring task removes all future instances but does not affect completed tasks.
- Delete Post-Employment Outreach tasks: These are created as separate tasks at the 1st, 3rd, 6th, and 12th-month milestones. Deleting one will not remove the others. If a client loses employment, the remaining tasks must be deleted individually.
Assigning tasks to clients
Tasks can be assigned directly to clients helping them stay organized and on top of their next steps.
How to Assign a Task to a Client
1. Open New Task:
- From the client’s Profile, click the Actions menu and select New Task.
- OR, navigate to the Tasks screen and click + New Task.
2. Enter Task Details: Fill in the Task Name, Date, and any necessary instructions.
3. Assign Task:
- If the task was created from the client’s Profile, click the Assign to Client checkbox to assign the task to the client.
- OR, if the task was created from the Tasks screen, select the Client associated with the task, then click the Assign to Client checkbox.
4. Save Task: Click Save Task to assign the task.
Viewing Client Tasks
- Client Dashboard Access: Assigned tasks appear in the client’s Task Widget on their dashboard.
- Mark Tasks as Complete: Clients can mark tasks as complete once finished.
- Monitor Task Progress: Caseworkers can track client task completion through their Dashboard Notifications Widget or by navigating to the Tasks screen, filtering by Client, and selecting the option to Include Completed Tasks.
